4-SOW FFD Uniforms.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

STATEMENT OF WORK

RFQ #15F06725A002067 Version 1.0 Page 1

FBI Required Safety/Standard Employee

Uniforms

For the

Finance and Facilities Division

Statement of Work

May 2025

RFQ #15F06725A002067 Version 1.0 Page 2

1.0 Scope

This is a contract to provide for the routine and standard acquisition of required standard and safety uniform clothing for the Federal Bureau of Investigation (FBI) Finance and Facilities Division

(FFD). In conjunction with the Blanket Purchase Agreement (BPA) for the uniforms and accessories, the awardee (hereafter referred to as “vendor”) shall provide a secure online ordering system (hereafter referred to as the “website”), which allows the end-user to make purchases, track orders, and view order history, among other requirements as described in this document. This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

Annual uniform allotment purchases will be made continuously throughout the year based upon when an applicant is in need and within their allowance, after which the vendor will be required to provide embroidery services.

1.1 Description of Services/Introduction

The objective of this statement of work is to obtain embroidery services and uniforms to outfit the

FFD staff, enabling them to maintain a neat, clean, and professional appearance at all times. The products include shirts, pants, accessories, and outerwear; a full product list may be found in

Attachment 3- Pricing Matrix. Embroidery services will apply to all top garments to include shirts, jackets, and outerwear.

In addition, a website that offers FFD employees the ability to order items from the approved pricing matrix is required. The ordering website enables the FBI to process purchase requests in a more efficient manner, as opposed to multiple purchase card and purchase order transactions. As a result, the website will drastically reduce redundant administrative workload for employees. The website will also afford the ability to track all purchases throughout the year, identify purchasing trends, and provide purchasing data for further decision-making purposes.

The period of performance shall be one year, followed by four exercisable option years with an anticipated start date of 7/1/25.

1.2 Background

This is a combination requirement to include standard working uniforms and Fire Rated (FR) uniforms, to provide proper working clothes for all FFD staff to perform their assignments and provide proper protection against injury. Specific requirements include FR uniform articles that meet the NFPA 70E and NFPA 2112 Requirements, and standard garments that are not FR. Styles and sizes should be provided to accommodate female and male personnel.

2.0 Applicable Documents

Attachment 1- Request for Quote (RFQ)

Attachment 2- Product Specifications

Attachment 3- Pricing Matrix

Attachment 4- Statement of Work (SOW)

3.0 Requirements

The FFD staff attains uniforms with Uniform Allotments, via secure online ordering system. This method is necessary to ensure employees maintain a clean, neat, and professional appearance.

3.1 Uniform Allotment Purchasing

Website:

This contract will require a secure online ordering system that is capable of the following features:

• General Requirements:

o Shall have allotment management and update balances as items are added to the cart and ordered o Shall store order history and tracking for the life of the contract, both at the individual level and the contract level o Website shall only allow authorized FBI personnel access (either through IP recognition or username and password) o Website shall display clear and accurate pictures of each item o Shall only display contracted items in the pricing matrix o Shall have size guides/charts for each item.

o Shall have an Add to Cart Functionality, to include selection of the quantity

The website shall be accessible twenty-four (24) hours per day, seven (7) days per week, via the internet. The vendor is allowed periodic website closures for maintenance and development purposes. Website closures shall not exceed more than 2 consecutive days.

The website shall be similar in form and function to commercial consumer online retail ordering websites. In this manner, there shall be tabbed product categories, a “shopping cart” experience, ability to search for products, account maintenance, and order status page.

Uniform allotment orders shall be shipped within 30 days after ordering.

3.2 Embroidery

The contractor shall provide an embroidered FBI logo design approximately 3.75 inches in width and 1 inch in height depicting the three-letter design for the division/unit personnel. This will be placed above the left pocket on center and properly aligned to appear straight from top to bottom on all shirts, jackets, and outerwear. The embroidery will be based on the FBI logo design provided by the Government and is specific in design, color and size approximately 3 colors in thread. In addition, the contractor shall have the ability to produce and reproduce an exact match of all embroidered FBI logos. Improperly positioned logos will not be accepted. As part of the RFQ, a digital sample of the embroidered FBI logo’s to be replicated is included. Specifics will be provided upon award. It is the contractor’s responsibility to meet these requirements. All colors must be consistent regardless of being male or female styling. Contractor shall retain any cost associated with returns or exchanges for improper sizing of logos or embroidery.

Upon award a sample logo must be provided by vendor and at the vendor's cost prior to implementing and must receive approval of the technical adviser of the FBI.

3.3 Uniform Delivery

Uniform allotment orders shall be delivered within 30 days after they are ordered.

Deliveries pertaining to this contract shall be FOB Destination to Washington DC, Maryland and

Virginia (if applicable). Addresses to include:

FBI Headquarters FBI Academy

J. Edgar Hoover Building 1 Bureau Parkway

935 Pennsylvania Ave, NW Building 15

Washington, DC 200535 Quantico, VA 22135

3.4 Other Requirements

The contractor is responsible to provide pricing for standard and nonstandard sizes ranging from

XS-4XL on standard work wear and standard sizes ranging from XS-XL for fire safety clothing.

Additional nonstandard sizes for safety clothing shall be made available for order upon request.

Shirts to include tall sizing. The Pricing Matrix may be altered to allow for different pricing among sizes, but the contractor may not submit a different item than what is listed.

The contractor shall obtain FBI written approval from the CO prior to implementing any changes in item materials. This requirement applies to design, manufacturing, and timing.

If issues arise that may jeopardize program timing, quality, cost, or receipt of goods, it is the responsibility of the contractor to notify the CO and COR in writing immediately.

The contractor shall communicate with the FBI about, and obtain pre-approval for, any changes in listed items in the Attachment 3- Pricing Matrix. All issues regarding changes shall be directed to

FBI CO and COR as soon as they arise.

The contractor shall be responsible for meeting all timing requirements and shall be responsible for adhering to the timelines for each order.

3.5 Period of Performance

This award will have a one (1) year period of performance with four (4) exercisable option years, With anticipated dates of:

PERIOD BEGIN END

Base Year 07/1/2025 06/30/2026

Option Year 1 07/1/2026 06/30/2027

Option Year 2 07/1/2027 06/30/2028

Option Year 3 07/1/2028 06/30/2029

Option Year 4 07/1/2029 06/30/2030

Option for 6 months extension 07/1/2030 01/30/2031

All Option years are exercised at the discretion of the Government and must be awarded by an official modification.

The government reserves the right to invoke FAR 52.217-8 Option to Extend Services, and FAR

52.217-9 Option to Extend the Term of the Contract.

4.0 Place of Performance

The primary place of performance will be at FBI and DOJ facilities in the Washington, D.C.

metropolitan area.

5.0 Deliverables

The Contractor shall be responsible for assuring just-in-time delivery of all uniforms and accessories in accordance with agreed-upon delivery times, as well as developing order status/tracking reports on a per employee basis. Signification issues such as the listed below shall be immediately communicated with the CO and the COR:

o Backorders and their anticipated available date o Discontinued items and their replacement o Outstanding invoices

The Contractor shall be responsible for providing the following deliverables:

All materials provided shall meet safety standards and requirements of NFPA Regulation 70E for selected items, and standard uniform types for other items as indicated must be high quality worker type clothing. Styles and Sizes provided shall accommodate both female and male personnel. Color selection of shirts shall be made based on the position of the staff member, two color choices shall be available unless specified otherwise, either tan or navy-blue shirts and tan or navy-blue pants.

All colors must be consistent regardless of being male or female styling. FBI Logo shall be embroidered on each shirt garments.

6.0 Electronic Invoicing Requirements

The Federal Bureau of Investigation (FBI) requires vendors to submit invoices and supporting documentation electronically through the Invoice Processing Platform (IPP). IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service (Treasury) in partnership with the Federal Reserve Bank of St. Louis (FRSTL).

IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency. To learn more about IPP, please visit IPP.gov.

Invoice Submission

Vendors are required to create and submit electronic invoices using the IPP system. Invoices submitted by email will not be accepted. This requirement applies immediately upon contract award. For contract-specific questions, please contact the designated contracting officer for your contract.

Obtaining IPP Access

If your company has already enrolled in IPP:

You will not be required to re-register. Please contact your company's IPP account administrator so that he/she may add you as an additional user to your company’s IPP Collector account.

If your company has NOT enrolled in IPP:

Your company will be auto enrolled for IPP using information from your SAM.gov account. Your company's Primary Electronic Business Point of Contact (POC) will be designated as an IPP administrator. This POC will be contacted by email to register when the FBI initiates the enrollment process through IPP. To prevent enrollment delays, please ensure your designated

Electronic Business POC in SAM.gov is up to date. Your company’s IPP administrator will be responsible for initial account registration as well as creating and managing your company’s IPP users and permissions. Please note that due to U.S. Department of the Treasury guidelines, IPP cannot set up User IDs using a shared email address.

How to register for IPP:

1. Once FBI initiates the enrollment process, your company’s designated Electronic Business

POC in SAM.gov will receive two emails from IPP Customer Support

(ipp.noreply@mail.eroc.twai.gov):

• The first email contains the initial administrative IPP User ID

• The second email, sent within 24 hours of receipt of the first email, contains a temporary password

• You must log in with the temporary password within 30 days

2. Registration is complete when the initial administrative user logs into the IPP web site with the User ID and password provided and accepts the IPP rules of behavior. Additional user accounts, including administrators, can be created after initial login.

Training

Vendor training materials, including a first-time login tutorial, are available on the IPP.gov website. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities ranging from creating and submitting an invoice to setting up email notifications.

Additional Support

IPP Customer Support Team is available Monday through Friday from 8:00 am to 6:00 pm EST

•Phone: (866) 973-3131 or Email: IPPCustomerSupport@fiscal.treasury.gov

•For answers to frequently asked questions, visit the Vendor FAQ page on the IPP.gov web site.

7.0 Government Representatives

The functions inherent to this contract shall be performed by the designated Contracting Officer.

The duly assigned COR shall ensure all actions pertaining to this contract are requested via the

Contracting Officer.

7.1 Contracting Officer Representative

The COR will be identified via letter of COR delegation authority for this contract at time of award.

The COR is responsible, as applicable, for coordinating with employees regarding the receipt of orders; providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the Scope of Work, the CO shall issue such changes.

7.2 Contracting Officer

Contract Specialist: Lily Calvert

8.0 Travel and Other Direct Costs

Other Direct Costs (ODCs) are not authorized.